THE PARLIAMENT PLACE MANAGEMENT COMPANY LIMITED

Registered in England and Wales No. 2188028

Minutes of the Annual General Meeting held on 6th April 2000 at the Badger Farm Community Centre at 8 pm.

PRESENT

Bob Martin	Managing Director and Chairman	(30)Angela Martin
Ricky Chalmers	Financial Director	(5)
Helen Short	Company Secretary	(13)
Stacey Scammell	Committee Member	(8)  lan Scammell
Sue Wilton	Committee Member	(33) Barry Wilton

Andy and Tanya Jennings (3)
David and Doreen May (6)
Shirley Wright (7)
Kim and Jan Stannard (9)
Una Lunniss (10)
Sue and Denis O'Leary  (11)
Adam Bainbridge (16)
Heidi Hutton and Russell Hack (18)
Paul and Jean Pollak (20)
John Coulling and Marianne Rasmussen (21)
Geoff and Gaynor Ridden   (25)
Pauline Snook  (27)
Nick Emmott-Dart (28)
Alison Richards  (32)

The chair held the proxy votes for the rented properties: 12,15,19,22

Ricky Chalmers held the proxy votes for No 2

1. APOLOGIES

Apologies were received from:

Ruth and Ellis Smith (2)
David and Di Flemming (14)
Theresa Penson (26)

2. MINUTES OF THE LAST AGM

The Minutes of the last AGM were accepted as correct.

3. MATTERS ARISING

Item 8

The Board had decided not to take any action over closing the unofficial route over the wall between houses 21 and 22, which could prove dangerous to users. The landscape gardener had dumped garden rubbish over the wall as a deterrent but Paul Pollak reported the route is still being used. It was agreed not to take any further action at present.

The Board had investigated upgrading the street lighting but it would prove very expensive and also Residents might find the brighter light too intrusive in their homes. It was agreed no further action would be taken.

Item 9

Ricky reported that the Welcome Pack was available on the Internet.

4. CHAIRMAN'S REPORT

Bob Martin reported it had been a quiet year in Parliament Place. The Committee had met four times and had been required to make only a few decisions. Peter Warner had resigned from the Board as he had moved away. Bob welcomed Heidi Hutton and Russell Hack the new owners of 18.

Bob said he thought the landscape gardener, Robbie Smith, had done a good job in the past year and he recommended continuing with him. The fee would, however, be higher as Robbie was now VAT rated, but the contract did include weed‑killing on all the drives, footpaths and roadway and litter picking. Bob thanked all those residents who litter-pick at other times and help keep the Estate clean and tidy. The meeting agreed to continue with the current landscaping contract.

Bob was pleased to report that the street light outside 1-4 was now upright having been mysteriously knocked last year. It had taken SEB a while to get around to fixing it but their charge of £145 was considerably less than other quotes received. The salt bin was now half full and had hardly been needed this winter. Ricky Chalmers said he would shortly be sealing it up until next winter. The summer barbecue had been a success and the meeting voted to hold one this summer.                

ACTION: THE BOARD

Bob reported that Winchester City Council had agreed to spend £ 1000 on landscaping in the Estate and it had planted some borders and improved access for people with disabilities. It was suggested that they were asked to provide some planting along the steps and a prickly hedge at the top of the steps to keep people off the grassed area.

There were no other landscaping issues.   

ACTION: THE BOARD

5. FINANCIAL REPORT

Ricky Chalmers reported there had been no major changes in expenditure except that the cost of the landscaping maintenance had increased. There were some debts from Owners who had not paid their Management fees and Ricky produced a sheet showing the outstanding fees. The Company had funds of £7221 at the end of 1999. The accounts were accepted. It was proposed that the annual fee should remain at £108 per household.

Paul Pollak felt that it should be increased to build up a bigger contingency fund; he was particularly concerned about the possible need to carry out repairs to the road and footpaths. Gaynor Ridden suggested obtaining a survey on the condition of the road. Nick Emmott-Dart, who is a civil engineer, offered to carry out such a survey for the Company, an offer which was gratefully accepted by the meeting. However, he thought that any repairs found to be necessary were likely to be of a minor, mostly cosmetic nature. The motion to keep the annual fee at £108 was accepted.

6. ELECTION OF DIRECTORS

The following Directors resigned by rotation and stood for re-election: Stacey Scammell and Sue Wilton. Both were re-elected.

7. APPOINTMENT OF AUDITORS

It was proposed that Rothman Pantall and Co be reappointed as auditors for the coming year. The motion was carried.

8. NOTIFIED ITEMS

PPMC TOOL INVENTORY - SUE WILTON

Sue reported that she did not know where all the Company owned tools are. Nick Emmott‑Dart reported he has the shredder. There are also a hedge lopper and a hedge clipper. The canopies used for the barbecue are also available for use by residents. It was noted that at a previous AGM it had been agreed that users of the tools should pay £1 per use. Sue asked for tools to be returned to her after use, for safe storage. Geoff and Gaynor Ridden proposed that the Company should purchase a lawn scarifier. An electrical version costs about £80. There was not enough support for this proposal to be carried, at present, but the Ridden’s may provide further information on the benefits of a scarifier to residents, during the year or at next year's AGM. It was proposed that an extending aluminium ladder up to a value of £100 be purchased by the Company and this proposal was carried by 13 votes to 2. Andy Jennings (3) offered to store it.               

ACTION: THE BOARD